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Office Manager
Date Posted
Opera Philadelphia
Responsibilities:
A proactive and organized Office Manager supporting the overall functionality and efficiency of the organization by working across all departments, including Administration, Executive, Development, and Operations. Serves as the central point of contact for day-to-day office logistics, facilities management, administrative systems, and cross-team coordination. Ensures smooth communication between departments, streamlines internal processes, and contributes to a collaborative, mission-driven work environment. Plays a key role in maintaining a well-functioning office that supports the organization's artistic, operational, and strategic goals.
Facilities Administration
Oversee facilities maintenance for seamless office use (monitoring office equipment inventory, ordering supplies, submitting + tracking maintenance requests)
Keep abreast of office security (camera footage storage and deletion, key card usage and anomalies)
Strategize office optimization in collaboration with VP of Administration and HR (office reorganization, capital maintenance projects, best use of supplies)
Research + present reports to VP of Administration and HR regarding (A) evaluation of facilities vendor service contracts, and (B) quotes and timelines for facilities projects with large budget footprints
Serve as the primary contact between facilities vendors (water, copiers, shredding, trash, etc.) and Opera Philadelphia
Technology Management
Serve as secondary contact between Managed Service Provider (KDI) and Opera Philadelphia
Follow up on unfulfilled service requests + escalate longstanding issues
Assist MSP by providing context for issues and assist OP staff in crafting language for service requests
Serve as liaison between MSP and external support staff when multiple software programs are involved in an issue
Oversee technological maintenance (maintain hardware + software inventory, conduct hardware health checks, order supplies + software licenses, monitor security risks)
Draft and lead training for OP staff in any new technology rollouts or infrastructure adjustments
Administration
Management of office supplies and inventory
Small projects as assigned (work with external partners)
Collaborate with Human Resources & Operations to develop (a) office use best practices and safety policies, (b) staff care plans
Serve as an in-office point person to be on-hand for emergencies and questions
Send out the More You Know each week
Process Operations, Executive, and Administration invoices
Manage facilities + technology onboarding / offboarding process for all new OP hires
Training in all OP hardware and software (Microsoft office, printers, laptops, how to use KDI, etc.
Facilities orientation, new office setup, business cards/name tags
Hardware collection and reassignment
Executive & Other Support
Support General Director office and manage calendar organization
Arrange and Schedule meetings with various external partners (Donors, Board Members etc)
Support large mailings
Support events as needed such as key tasks for annual gala
Identify new vendors and assess efficiencies
Process all incoming mail
Support Opera Philadelphia development activities as requested, including event initiatives
Deposit all incoming checks
Other duties as assigned
Qualifications and Experience:
Experience in performing art admin support desirable
Excellent organizational, interpersonal, and communication skills
Ability to work alone and/or as part of a team
Computer skills, with a working knowledge of Microsoft Office Suite and inputting data into databases including financial data or ability to learn
Ability to handle multiple projects at the same time
Philadelphia is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to the principle of anti-racism and to providing employees with a work environment free of discrimination and harassment. All hiring decisions are based on business needs, job requirements and individual qualifications. We do not discriminate in our process based on race, color, religion or belief, age, gender identity, sexual orientation, disability, or family status. Opera Philadelphia strongly encourages individuals from historically marginalized communities to apply.